I have a question about Outlook 2003. I have three POP e-mail accounts that I download e-mail from. They are all set up as accounts in Outlook 2003, however, I can not figure out how to direct them to the folders I have created without creating a bunch of complex rules.
Here is the scenario:
- me@company1.com is account number 1
- me2@company1.com is account number 2
- me@company2.com is account number 3
I thought I had solved the problem by creating 3 Outlook data files and I thought I was sending messages for each account to three different data files and therefore three separate folders in Outlook; however, this was not the case, as all messages for all accounts simply go to one Outlook Data File and then the complex group of rules comes into play.
Is there a way I can set up what I am talking about? In Netscape mail it was very simple to do this, but I need the functionality of Outlook with the ability to set up reminders, follow up alerts and the integration with other office products, and I need to have the ability to use all of these features with 3 seperate addresses all in one program at the same time, preferably without rules more complex than the IRS code.
It turns out that there are two basic ways you can solve your problem, depending on what strategy you want to use. The first, and perhaps easier, is to create multiple folders then have your messages routed to those folders based on the receiving address. Here are the steps involved, and, yes, you do have to create a rule, but it only takes a minute:
In Outlook (this is for Outlook XP, but 2003 is basically the same):
1. Choose Rules Wizard from the Tools menu.
2. Click on New. In the dialog that comes up, choose the “Start from a blank rule” option. “Check messages when they arrive” should be preselected.
3. Click Next. In this step, choose the option “with specific words in the recipient’s address”. Click on the underlined “specific words”, type (e.g.) address1@mycompany.com, click Add and then OK.
4. Click Next. In this step (“What do you want to do with this
message”), select “move to specified folder”. Click the underlined word “specified” and specify the folder.
5. Click Next. In this step, add any exceptions if desired.
6. Click Next. Name the rule and click Finish.
7. In the preceding dialog (still showing, click OK).
Or Three Accounts…
The other solution you can use if you don’t want to use three folders but would rather be able to file email in a set of folders, with different sets per account, is to actually create three different accounts in Outlook.
Instead of creating 3 separate accounts you could try creating three separate profiles that will give you three separate data files;
First, get rid of two of the accounts from the Outlook profile you already have.
Then go to your Mail Settings, then START –> CONTROL PANEL –> MAIL
Select SHOW PROFILES, then ADD.
Follow through the instructions to set up a profile making sure you have the necessary info from your ISP or POP account … (account names, passwords, addresses, etc.)
Then create further profiles for the remaining accounts, giving each profile a separate and distinguishing name.
Once you have your three profiles (each with a different email address) click the radio button next to “Prompt for a Profile to be Used”. Then click OK.
When you start Outlook, it should ask you which profile to use. Choose the appropriate one and you’re all set. That should also give you three data files.
Oh! For you to easily access all three accounts, you’ll want to be using Classic View and not Category View in Control Panel or you may have a hard job finding Mail.
Either way, you should find that managing three different email accounts within Outlook is surprisingly straightforward, certainly more so than the Internal Revenue tax code!
I work in a restaurant and We use Outlook 2003 on the office computer.
As we only have 1 computer in the office, we have multiple accounts to separate our emails.
When we open Outlook, it prompts us for which account we want to use. However after selecting, the exchange server should ask us for our passwords before opening our mailboxes.
All of a sudden, they are openng straight away without passwords.
How do we get outlook to ask for our passwords again?
Can we fix this, without sending a request to the I.T departmant? They take forever!
helo dave,
I have a problem with outlook 2003. When I send an email to many recipients, it will show error msg “Could not complete the operation. One or more parameter values are not valid.” But when I send to 1 or 2 recipients, it will do it and no error msg comes out. 3 and above recipient, it show that msg. Why? Pls help.
I have two POP accounts, I also have a Microsoft exchange account of a client set up in Outlook. The problem: If I get a meeting invite on one of my accounts and want to respond back accepting/declining it, the response always goes from my Exchange account (which is NOT what I want), I want the response too to go back from the same account in which it was received. This does not happen in case of emails, happens only in case of meeting requests…
Thanks
Sujata.
I am having trouble sending and recieving email on outlook 2003. in the bottom right hand cornere the icon says offline and it is not an active icon where i could easily change it to online.
Whats going on here?
Hi,
I am using office 2007. When i start my outlook i am getting error message :The connection to the microsoft server is unavailable.Outlook must be online or connected to complete this action. When i click it prompts for microsoft server name and mailbox name. what should i write it over there.
Prompt response would be really appreciated.
Thanks and regards
Anupam Verma
Done son! not worth the headache (if have not VBA gurus to help you) so purchase this utility if anyone is in the need to manage sent items when using shared Exchange Outlook email accounts:
http://www.ivasoft.biz/unisent.shtml
In my Exchange 2000 and Outlook 2000 days I did witness an Outlook configuraitont that had a pre-programmed (macro guess) Send As USERNAME… button. This button was programmed for a shared email account so when replying or sending from the shared email account (the alternate mailbox listed in your All Mail Items in Outlook). The email gets sent and the sent email gets saved in the shared email accounts sent items (doesn’t even touch the default user’s sent items). This could have been a custom VBA script. Anyone seen this before in our current 2k3 2k7 2k10 Outlook setups with Exchange???
In outlook 2003 Under defining Send/receive groups, … No matter how I define/add email accounts, Outlook decides what order to check / process them. I even re-arranged the up/down order under tools/email accounts. No change. The only resolution was to create 4 groups – each had a specific # of email accounts in it and Outlook then processed each group in order resulting in the correct order processing for email accounts. It still would process the email accounts in each group as it pleased. I would prefer to have 1 group that process the email accounts in the order I select/desire.
I am using this as a fix for the specifying which email account to save the sent file to other than the default file. Or changing the where sent messages are saved.
Below is a link explaining what to do with pictures. Basically, you create a rule for each different email address that you have and save a “copy” to each specific sent box. Then go into email options and unclick the automatically save a copy of sent messages. As long as you make a rule for each email account you have you will always have a copy of the email as you have made a rule and you will not have the second, default copy.
http://www.durranidesign.com/blog/tech-talk/email-messaging/outlook-2003-for-windows-imap/
We have an internal mail system in our office that is set as the default address, is there any way that I can create a rule whereby if I nominate a address to send an email to that account is automatically changed rather than choose it from the accounts menu as now I must manually change the sending account to external to send an outside email
When using multiple accounts.
How do you remove the default account so that you always reply from the adresse you got the mail from start.
i have taken backup of only one the .pst file without any knowledge, and formated my system , perviously i was having 2 different accounts ,and i want to restore the data back into that account. once i configure the outlook i got some new mails .i dont want to overwrite the new one ,i want both the new data and old data pls give me some soln
Hi dave,
I have been going through your website and found people having similar problems and i have to admit i found it a bit confusing reading through all of it.So would it would be nice if you could guide me with a few things.
I have set up 3 company email accounts in the same outlook 2007 profile.I have set up the email ids and receiving rules to receive mails in their individual .PST files.
My question to you is
1)now the mails that have downloaded to the individual PST folders if i click reply it picks up the default account and PST folder to send mails.Is There some way which i can Outlook to select a particular account automatically if i reply to mails on another PST folder instead of the default account.
2)How do I setup sending rules like I have setup incoming rules for a particular account.
Reagrds
Keith Ferreira
I’m running Outlook 2003 in Vista Home Basic and a couple of weeks ago I started to forward some emails but when I went to the address book and selected the names to sent them to the only thing that went into the message address bar was the name(s), no link(s) to the email address. I.E., if I select name abcd with an email of aaabbb@xyz.com, the only thing that transferred was the aaa in the name block in the address book. Inspecting the error message from the server shows only the abcd, NO email address. It was working fine but stopped all of a sudden. I have made no changes and had entered all address book info manually, no import, etc. It just…stopped!! If, however, I manually type the email address in the forward works just fine. (What good is an address book if I have to type it in manually any way?)
Prior to the problem appearing, if I selected abcd in the address book, the email address aaabbb@xyz.com came up and everything worked fine. Could one of M$’s last updates have killed it?
BTW, I also have the dreaded outlook won’t save the email account password problem. Any Ideas on this???
Respected Sir,
I want to know small thing, actually we farward all user email accouts to our director email accounts abd@abc.com.pk, some user send email to user and also director, that is why email duplicate and triplicate in his account, let me know how I will configure rule for remove duplications.
Best Regards,
Imran Ahmed
Hi ! I just started outlook 2003 recently and I use bells and whistles to save price quotes so I can just insert the reply to my emails. I have a Gmail address.
I have a wierd problem. I dont use Imap, I simply use pop.gmail.com. In the begining every email I sent through outlook 2003 showed in Gmail conversation thread and showed mike(3) on gmail inbox. That means it would show on sent folder of Gmail and also on gmail conversation. I want to keep gmail folder in sync. Recently I don’t know why sent emails don’t show in gmail conversation, it only appears in sent folder. I did not change settings at all. Can you help me so my messages sent from Outlook 2003 appear in gmail conversation thread also, along with sent folder.
How to make different inbox files into one ?
It is very difficult to manage and work on it.
Hi All,
I have gone through all comments posted so far. I wanted to configure my outlook for 3 accounts, 2 with same domains and one with different domain.
looking at the problems that people are facing i m confused to what i have to do, as i m afraid i loose my precious data or alter it.
Most of the people have posted problems but no solutions has been provided except one on the top.
I tried making an additional account on outlook with the same domain as with the existing one but it did not work, as it would transfer my existing incoming mails to my newly made pst. the new pst wud b declared as the default pst and i wud only receive mails and i had to make new rules and folders to transfer my emails.
i never had the concept of PROFILES in outlook, but after going thru the only soln available i think it makes sense all togather. let me explain.
if u r not using profiles n u have multiple acconts irrespective whether they have same or different domains. outlook when connects to ur email server will only download emails from one email server (mail.domain1.com), whether u have accounts for this domain or some other (mail.domain2.com). plus i think it will download emails for the particular email address for which it is configured as default (there may be another way to download emails for another account of the same domain, that i dont know so far ) but it shall not download emails for accounts that have different domain other than the default domain. if john@domain1.com is the default email address and correspondingly mai.domain1.com is its default email server, then only emails on this server (may or may not belonging to john) will be downloaded.
For sending emails the email shall be sent from john’s account only and not any other since its the default account.
this was the case when one is not using the profiles concept.
however, once u r using the profiles for each n every account whether same or different domains, this problem should not take place reason being that outllok will only extract emails and send emails for particular accounts and domains. IT IS JUST LIKE HAVING A SEPARATE OUTLOOK FOR SEPARATE ACCOUNTs.
DISADVANTAGE OF USING PROFILES:
the only and most hectic thing abt this is that whenever u will open ur outlook it will prompt for profile selection and u can only download emails and send emails for that particular account.
if you wish to use other account and check email u have to close outlook open again n then choose that profile/account for which u like to check ur emails.
Guys n gals ths is what i think….ths iz the only way outlook has no way to do it simulataneously download and reply for different account and domains and keep the confidentiality intact.
i tried the same with Mozilla thunderbird, it only works for email accounts with same domain not for different domains as it only extracts emails from single email server.FOR PPL USING SAME DOMAINS (john@domain1.com, smith@domain1.com, billing@domain1.com) u can use thunderbird, but it has far limited features then outlook.
CHEERS….
Dave thanks for the info. Here’s my problem. I followed your instructions at the top but still can’t get it right. I want to set up two or more accounts and have the mail sorted so that it goes to the appropriate in boxes. My gmail account will let me send messages but I can’t seem to receive them. I did the Outlook test and it said everything is okay. Could there be something I’m missing? Should I erase everything and start over?
I got problem on Outlook 2003. I have 2 emails account in one profile. When I click send and receive button, Outlook 2003 shows that it’s downloading messages but does not show in the Inbox. I really don’t know where new emails go to. Anybody have same problems as mine. Please help to share your solution.
I have 5 emails in Outlook 2003. 1 POP (works fine); 4 gmail IMAP(3 work fine the 4th does not) It says it can not log in to the server. I have checked all settings that I know of. On the 4th account I can login online and see my mail. Do you have any suggestions? Thanks
Trying to export contacts from outlook 2003 to gmail. Says i am missing file
IMHO these were an inelegant solution. The “folder” solution creates SUB-folders, not folders. These sub-folders are all still organized under the default mail folder. The “profiles” solution means you have to log in and out of Outlook to check your email, you can’t just have one window up constantly receiving all your emails. One might as well just go ahead and use a web interface at that point.
I have an even harder problem. Of the three email accounts I want to use one is a Microsoft Exchange Server, one is POP3, and one is IMAP. For some (stupid) reason Outlook WILL create an entirely separate folder for the IMAP server, not a sub-folder, but a whole new tree. But when I setup the exchange and pop servers their mail goes into the same inbox, but in a separate tree from the IMAP.
A solution that would make outlook handle separate accounts like Thunderbird does would be ideal. Each account gets it’s own separate tree of folders. If you click on an account’s inbox, then click “New mail” you are sending from that account… you don’t have to pull a drop-down EVERY time you send an email.
I’d stick with thunderbird if I could get it back working with my exchanger server again.
If anyone knows a solution to fix thunderbird to do this, or fix outlook to do email RIGHT, send me an email at:
omalley576_AT_gmail.com
Thanks so much. This was concise and very helpful.
I have the settings done as suggested by Dave, but the only problem is that to keep check mails for each id need to close & open again choosing the profile.
Is there a way of shifting profiles without closing the application or even more comfortably with different folders…
i have 4 different imap accounts but i dont want to view them seperatly is there a way that all mails coming through this 4 accounts gets saved under one folder like “inbox” and all the mail i send gets saved in “sent”. All 4 imap accounts have 4 different inbox’s and sent 4 different sent items…..so my questions can we change this so that 1 inbox stores all the recieved mails and sent mails are saved in one folder.
Thanks for the help!!!
hi, i have a mail id since 10years, now i wnat to use that with outlook 2003, i know how to setup in outlook, but i dont wnat to download from first day when the mail created,i wnat from particular date, is there any option like that in Outlook i can mention dates from whcih date to download…..if u could tell me that i would be very helpfull to u…….
worth to do this!!!!!
use full Info..
Thanks BRUB!!!!!! Chill
hi,
i have microsoft outlook 2003 with 2 E-Mail account one of them is intranet (local for the company) and the other internet.
i want to forward the incoming mail thrue the intranet to a internet E-Mail address using the internet account, ex:
intanet accout user@mycompany.com
internet account me@hotmail.com
the e-mail to send to myohter@hotmail.com
so if a e-mail arrive to user@mycompany.com forward it to myohter@hotmail.com thrue me@hotmail.com
thinks in advence
I think my problem is different.
We have a shared family computer – each person has a profile. Is there a way to share some info but not other info, such as contact info, calendar, etc? There must be something in FAQ, but I can´t find it! Thanks, gang.
Yikes ! this solution is grrreat!
Thanks Dave!
I know enough to be dangerous so here goes…my boss’s emails seem to be stuck in outlook, when I hit the send receive, it gets to about the 10th email and then freezes up for hours and never progresses, I have checked his settings and nothing has changed between last week and this week when the problem started so I’m at a loss…any suggestions?
I have a question. I am fairly new to outlook somewhat. I mean I have been using it for about 7 years, however I only used the basic/commonsense of the program. Now i’m getting into the more complicated areas, I set up pop3 though took me some time, and I did research on how to create multiple profiles. Originally I wanted to know how to forward my outlook mail to my yahoo because I own a construction company and I check emails via mobile. I dont’ know how to get outlook to my mobile but I know how to access my yahoo account, But I want to keep emails in my outlook for organization reasons.
Now I’m starting another company in addition, I wanted to keep emails/folders and such seperate. so found out how to set up different profiles. My question is If I have 1 profile, that is company A, and another that is company B, and I have lets say personal info so we’ll call that C, Can I keep seperate profiles yet have all mail/schedules/task/forwared or at least shown on a “MAIN” account? a main account which I can go in and see all schedules so I dont’ double book clients and such. So if I have a personal event such as a nephews bday on nov 20th at 6pm, I dont’ schedule an estimate at 6pm same day for company A, is this possible. or am I being to complicated in this matter? Also can you explain how to forward my outlook mail to my yahoo mail. Anyone with help feel free to email me
Thanks
Shawn
how can i configure two diffrent accounts from diffrent email providers eg;xyz@gmail.com and zyx@yahoo.com in outlook 2003? i think i was able to create two accounts successfully by configuring the gmail account normally and the yahoo and the yahoo account with the help of ypops. the gmail account is the default. so whenever i try to send and receive it says that both the accounts complete the send/receive but the yahoo account is not accessible. i tried sending the mail from my gmail account to yahoo account. message was sent but i did not received it in my yahoo account. but the message can be checked in the yahoo web mail. please help me with this is possible.
thanks & regards
vince spencer
Hi all,
is it possible to create an script that creates an extra account (SMTP)automatically on exchange?
We would like to send the script to create the entry and some documentation regarding how to fullfil personal data (email addres, password, …)
Regards
Eric
Hiya Dave, I found this really useful but I am having a problem. I have created 2 profiles on Outlook, one for my wife and one for me. These also have 2 data sets so all is fine – wrong!
All mail for both me and my wife is going to the profile that I set up first. The problem is that the same user name and password is same for both mail addresses. What can I do apart from go back to Outlook Express that allows identities?
Thanx 🙂
Ade